Ensuring a well-balanced, high-quality program is organized and presented at the conference.

ü Duties

ü Types of Papers

ü Scheduling

ü Confidentiality

ü Review Process

ü Conference Proceedings

Primary Duties of Program Committee:

ü Prepare the Call for Papers

ü Receive and track submitted papers

ü Review papers for presentation

ü Select papers to be presented

ü Organize sessions and selects session chairs

ü Completes Conference Program

ü Corresponds with authors on acceptance rejection

ü Determines content of authors kits, including page limits

ü Make room assignments with Local Arrangements Committee

ü Work with Publications Committee on Advance Program

ü Work with Publications Committee on Conference Proceedings

ü Provides instructions to speakers and session chairs

ü Work with Publicity Committee on key content of program for publicity

ü Work with Exhibits Committee to coordinate exhibits with program content

ü Provides last minute instructions to speakers and session chairs at Speakers' Breakfast

Types of Papers: (Open call – invited and solicited or stimulated)

ü Open Call papers - received in response to the Call for Papers

ü Invited papers - requested from well-known authorities

ü Solicited papers - requested from individuals working in particular areas of interest.

Scheduling:

The Program Committee will schedule sessions and select subjects, speakers, session chair, and contributors to discussions.

Review Process:

ü The paper review process is the most important part of developing a strong Program

ü Receipt, logging and review of papers (Author notification of acceptance or rejection)

Primary Duties of Publications Committee:

The Publications Committee is responsible for the production of all material that is published in relation to the conference.

ü Conference Logo

ü Letterhead and Envelopes

ü Call for Papers

ü Advance Program

ü Conference Proceedings

ü Final Program

ü Session Signs and Other Signage

ü Luncheon and Banquet Menus

ü Committee Handbook

ü Billing

ü Final Report

Primary Duties of Publicity and Public Relations Committee:

To promote the Conference through out the entire planning process:

(Pre-conference and on-site publicity)

ü Arrange for mailing of the Call for Papers

ü Arrange for publicity mailing lists

ü Arrange for placement of the Conference on the Calendars of various publications

ü Advertise the Conference in electronic and non-electronic forms including news media

ü Arrange for local publicity of the Advance Program

ü Arrange for advertising in related conferences

(1) Conference promotional program with national press agencies: local newspapers, magazines or newsletters, and on local television and radio public service announcements).

(2) Conference Preview: It should be written by the Publicity Committee and includes brief highlights of the Conference about three months before the Conference, after the Technical Program has been completed.

The Local Arrangements Chair should be a member of the Conference Committee and may appoint various subcommittees, as necessary, to assist in effectively coordinating the implementation of conference plans at the local level. Subcommittees may be appointed to carry out responsibilities in the following areas: Audio/Visual Arrangements - Communications - Hospitality and guest activities. (Social Program - Hotel Arrangements - Airline Agreements - Security)

Primary Duties of Registration Committee:

ü How registration will be handled, (manually, computer, web, etc.)

ü Whether registration will be managed by volunteers or employees

ü Registration Information Contact

ü Administrative Responsibilities

ü Name Badges

ü Assembly of Registration Packets

ü Layout of Registration Area

ü VIP Handling

ü Supplies

ü Staffing and Training

ü Reports

ü Final Report

The Final Report:

Each committee chair must contribute a section on his/her activities preceding, during and following the conference. These sections should be descriptive and helpful to the committees of succeeding conferences, as well as serve as a permanent record of the conference itself.

Each section may contain:

ü A narrative portion containing innovations, caveats, etc.

ü A time line showing the major activities of the committee

ü A chronological narrative which parallels the time line, and covers major activities,

problems, and solutions

ü Exhibits showing any relevant forms, artwork, printouts, etc.

ü A list of committee members who can be contacted for more detailed information

A list of participants in electronic form to assist future conferences

In general, the report tends to be an expansion of the information given verbally at the wrap-up session. It should not contain all the detailed information used by the committee during the course of the conference, but neither should it be so brief that it will be useless to members of succeeding conferences. The more detailed information should be retained for some time after the conference, in order to answer questions of the succeeding conference chairs.

Archival Information:

The report should include information of an archival nature that should be retained by the sponsoring organizational unit to continue to improve the planning process. Some things to include in the archive:

ü Papers: Number submitted, accepted, invited talks

ü Attendance: Estimated and actual

ü Financial: budgeted vs. actual income, expenses and net

ü Other: Exhibits, Short Courses/Tutorials, Panel Discussions

ü The report and the archival information should be sent to the sponsoring organization.

Poster Session:

We invited submissions of posters on topics relevant to the theme of the symposium - Prairie and Savanna Restoration.